Thrive Volunteer Pack: Appendices

Volunteer Pack Appendices

 Thrive 2005.

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without the prior permission of Thrive.

If a Garden Project is a Member of Thrive and wishes to use any of the Appendices for its own use in the management of volunteers, Thrive will waive the copyright for that purpose only on the condition that this copyright statement is included in any copied material.

The information contained in this Pack is correct to the best of Thrive’s knowledge, however it is intended only as a guide and projects should consult their own legal representatives for further advice.

Appendices:

IVolunteer flowchart

IIRecruitment appeal

IIIVolunteer understanding

IV Volunteer registration form

VVolunteer policy

VIContact form

VIIMedical form

VIIIVolunteer induction checklist

IXVolunteer expenses claim form

XConfidentiality agreement form

Appendix IVOLUNTEER FLOWCHART

Appendix IISAMPLE RECRUITMENT APPEAL

VOLUNTEERING AT (NAME OF PROJECT)

What we do and who we work with

(Insert short description of your project’s activities, aims, mission and client base), for example:

(Name of project)’s garden project is situated in, near (geographical situation of project) and is open from (time) on (days). The aim of the project is to enable people with (e.g. disabilities or health problems) to reach their full potential.

(Name of project) provides individually tailored programmes and training opportunities focused on improving confidence, social interaction, horticultural and conservation skills, and physical abilities. We work with people who have (e.g. learning difficulties, mental health problems). Our clients, who work with qualified horticultural therapists and trainers, engage in a multitude of gardening activities and progress at their own pace with additional support from dedicated volunteers. Support is also provided in (literacy, numeracy and independent living skills).

How you can help and what you can expect from us

(Insert description of volunteer tasks at your project and benefits of volunteering), for example:

Volunteers and the contributions they make to the project are very important and valued at (name of project). Some of the tasks that volunteers can undertakeare:

  • working in the garden alongside our staff and directly with our clients/trainees
  • working around the project (e.g. gardening or DIY) on tasks not involving our clients
  • helping with fundraising activities to develop and sustain the project
  • office administration support
  • helping with our open days.

Time commitments can vary from one-off days to regular support in accordance with volunteers’ availability and requirements at the project. Volunteers will need to undergo a criminal records check before starting their volunteering.

Volunteers have much to gain from volunteering at our project. It will provide you with the opportunity to learn new skills, develop old ones, meet new people, try out new things, and have some fun. In addition we will endeavour to provide you with training, support, interesting and challenging work, and will pay your reasonable out-of-pocket expenses.

What to do next

If you are interested in volunteering at our project please contact (name of contact person) at (telephone number and/or email) to discuss the type of volunteering you are interested in and arrange a meeting to visit the project and see how we work.

We hope to hear from you!

(Name, address, and contact details for project and date of appeal.)

Appendix IIISAMPLE VOLUNTEER UNDERSTANDING

Volunteers are important and valued members of (name of project). We hope that you enjoy volunteering with us and feel a full part of the team.

This agreement tells you what you can expect from us, and what we hope for from you.

We aim to be flexible, so please let us know if you have any concerns and we will do our best to accommodate you.

Part 1: The organisation

We, (name of project), are delighted to accept you (name of volunteer) as a volunteer beginning (start date).

Your volunteer activities will cover the following: (fill in volunteer activities as agreed with the volunteer.)

We, (name of project), will endeavor to do the following:

Induction and training
  • to introduce you to the project, its staff and clients, and your role within the project and to provide you with any initial training you need. On-going training needs will be discussed with you.
Supervision, support and feedback
  • to designate a contact person within the project who will meet with you regularly and with whom you can address any problems, concerns or other matters associated with your volunteering
  • to organise regular group meetings with other volunteers and/or staff at which ideas and experience can be exchanged and required changes can be discussed. It is expected that these will take place on (insert intended frequency) basis. We will provide further training at these meetings when the opportunity and need arise
  • to give you feedback on the results of your volunteer activities and obtain feedback from you on your requirements, concerns and satisfaction relating to your work with us
  • to help you develop your volunteering role with us.
Expenses
  • to reimburse the certain out-of-pocket expenses incurred by you in accordance with the procedures set out in our Expenses Policy (contained in the Volunteer Handbook).
Insurance
  • to provide adequate insurance cover for volunteers undertaking voluntary work approved by us (and agreed in advance of it being carried out).
Health and safety
  • to provide adequate training and information in support of (name of project)’s health and safety policy (and specifically with regard to working with vulnerable adults), a copy of which is in the Volunteer Handbook.
Equal opportunities
  • to ensure that all volunteers are treated in accordance with (projectname)’s equal opportunities policy, a copy of which is in the Volunteer Handbook.
Problems
  • to try to resolve fairly any problems, grievances or difficulties that you may have whilst you volunteer with us.
Part 2: The Volunteer

I, (print name), am happy to volunteer with (name of project) and will endeavor to do the following:

  • to carry out the volunteer activities to the best of my ability, and to give as much warning as possible whenever I cannot carry out my duties and commitments as planned
  • my usual voluntary time will be (insert days, hours, frequency agreed with volunteer)
  • to comply with (name of project)’s policies, procedures and standards, in relation to its volunteers, staff and clients
  • to keep confidential information about clients, staff and other volunteers and, in particular, not to pass such information on to anyone other than staff of (name of project).

Note: this understanding is in honour only and is not intended to be a legally binding contract of employment. It may be cancelled at any time at the discretion of either party. Neither party intends any employment relationship to be created now or at any time in the future.

Appendix IVSAMPLE VOLUNTEER REGISTRATION FORM

The information you give on this form will be stored in accordance with the Data Protection Act 1998. (Name of project) will not pass your particulars on to a third party (unless legally required to do so) but may use them to provide you with details about (name of project). If you do not wish to receive this information please tick the box.

Full name:______

Address:______

______

______

Telephonedaytime:______

evening:______

mobile:______

Email:______

Where did you find out about (name of project)?____________

Please tell us about any skills, experience, training or qualifications that might be relevant with regards to the duties you might be asked to carry out as a volunteer with (name of project).

(These may include, but are not limited to: gardening interests, previous voluntary work undertaken, counselling skills, experience of working with older or disabled people etc. – adapt to fit your project’s client profile.)

______

______

______

______

______

Please tell us your reasons for wanting to volunteer with us and what kind of voluntary work you would like to do.

(Do you want to work with or without clients, help with DIY, office work or fundraising – adapt to give a general description of the voluntary work available at your project.)

______

______

______

When and how often will you be available to volunteer?

(During the day, at weekends, how many days per week/month, etc. We require increased numbers of volunteers in the months from (…) to (…).)

______

______

______

Please write here anything else you want us to know about you.

(Hobbies, interests, anything else you feel is relevant.)

______

______

______

Please supply the name and address of two referees (preferably a recent employer/teacher and someone who knows you in a non-work situation).

First referee:

Full name:______

Address:______

______

______

Position or

relationship to you ______

Second referee:

Full name:______

Address:______

______

______

Position or

relationship to you______

Declaration:

I declare that all the information given above is to the best of my knowledge correct. I give my consent for the referees detailed above to be contacted.

Signed:Date:

NB: As your volunteering duties will involve working with vulnerable adults, we are obliged to obtain a disclosure (of the existence/non-existence of any criminal record). This will only be sought with your consent as the final stage of the recruitment process for successful applicants. Please let us know if you have any questions in relation to the disclosure exercise.

Appendix VSAMPLE VOLUNTEER POLICY

1.(Name of project)’s aims

Insert here mission statement or aims and objectives of your project:

  1. Principles

2.1Outline in principle the role and value of volunteers in/for your project, e.g.: (Name of project) recognises that volunteers are a major resource and make a vital contribution to our aims and objectives as outlined above. We intend to encourage, develop and support volunteer involvement in our project. In doing so it is appreciated that volunteering brings benefits both to volunteers and to those working with them

2.2(Name of project) will endeavour to fully integrate volunteers into the project and to ensure that staff from all parts of the project work positively with volunteers and, where appropriate, actively involve them in their work

2.3(Name of project) recognises that volunteers complement and do not replace paid staff

2.4(Name of project) appreciates that volunteers seek satisfying work and personal development and will endeavour to meet these needs and to ensure that volunteers’ skills, knowledge and experience are used to best effect within the project.

  1. Volunteers’ roles within the project

Within (name of project), volunteers may well (insert description of tasks open to volunteering within your project, e.g.):

3.1Work in the garden either with clients alongside therapists/staff or with minimal client contact undertaking practical work around the project (e.g. gardening, DIY)

3.2Work in the project’s office undertaking tasks of an administrative nature (e.g. helping with large mail-outs)

3.3Help with events and other fundraising and awareness-raising activities.

  1. Recruitment

4.1At the outset prospective volunteers will be asked to complete a registration form and to attend a meeting which is designed to find out what they would like to do, their skills, knowledge, suitability and how best their potential might be realised

4.2(Name of project) will ask prospective volunteers to provide two referees from whom references can be obtained and if it is intended that volunteers will be working with clients, a disclosure (of the existence/non-existence of any criminal record) will be obtained. Information obtained in relation to (prospective) volunteers will be treated in confidence and will be available for inspection by the (prospective) volunteer on application

4.3(Name of project) is not obliged to take on a volunteer if it is felt that (s)he is not suitable nor should a volunteer feel that, having been accepted, (s)he must take on the volunteering role.

  1. Volunteer understanding and policies

5.1Upon reaching an agreement about a volunteering role and, in particular its content and scope, a volunteer understanding will be completed setting out what the parties can expect from one another. This understanding is not intended to be legally binding and either party is free to end the relationship at its discretion

5.2All volunteers are subject to (name of project)’s policies and procedures and in particular (name of project)’s policies relating to confidentiality, health and safety, equal opportunities, disciplinary and complaints procedures (insert any (other) relevant policies). The policies relevant to volunteers can be found in the Volunteer Handbook.

  1. Induction, training and trial period

6.1All volunteers will receive an introduction to the project and their own work with particular focus on health and safety and interaction with clients insofar as this is relevant to the tasks undertaken by the volunteer

6.2Training will be provided as appropriate both at the outset and in the course of volunteering

6.3All volunteers will have a trial period of one month after which both parties will have an opportunity to discuss one-to-one, at a mutually convenient time, whether they wish to proceed or whether any adjustments are required.

  1. Support and feedback

All volunteers will be given the name of a person within (name of project) as their main point of contact. There will be regular supervision meetings, either one-to-one or in groups as appropriate, where there will be opportunity for two-way feedback on progress, future development etc.

  1. Working with clients

(NB: Consider adopting a Policy on ‘Working with vulnerable clients’ which

could contain and/or expand on much of the following and could be referred to. An example of such a policy can be found on )

8.1(Name of project) works with people (insert client profiles, e.g. people of all ages and different disabilities and mental health problems)

8.2Volunteers who work with clients will be given information about the needs and aims of clients on a need-to-know basis. Volunteers are required to treat this information in absolute confidence in accordance with (name of project)’s Confidentiality Policy which is contained in the Volunteer Handbook

8.3Staff will at all times remain responsible for all aspects of service provision, and volunteers will not be expected to be responsible for clients at the project although they may be given the opportunity (if they wish) to work alongside clients

8.4If volunteers notice anything about a client’s behaviour or relating to health and safety around the project that gives rise to concern in any way, they are asked to mention this to staff immediately.

  1. Expenses

Volunteers will have agreed out-of-pocket expenses reimbursed in accordance with (name of project)’s Expenses Policy which can be found in the Volunteer Handbook.

  1. Insurance

Volunteers are covered by (name of project)’s insurance. This covers volunteers against (check your project’s insurance cover and insert as appropriate. See the relevant notes on insurance in the Thrive Volunteer Pack in section 2.5.)

  1. Health and safety

Volunteers are covered by (name of project)’s Health and Safety policy which can be found in the Volunteer Handbook. Volunteers are asked to carefully read and observe the guidelines and procedures set out in the Health and Safety policy at all times.

  1. Equal opportunities

(Name of project) operates an Equal Opportunities Policy in respect of both staff and volunteers and a copy can be found in the Volunteers Handbook.

  1. Confidentiality

The personal details of volunteers, staff and clients are to be treated in strictest confidence at all times. It is important that volunteers respect clients’ privacy and do not divulge information about clients or other volunteers to anyone other than staff. (Name of project)’s Confidentiality Policy applies which can be found in the Volunteer Handbook.

Appendix VI SAMPLE CONTACT FORM

(Project name) CONTACT FORM

Please complete this form as fully as possible. (Project name)’s confidentiality policy means

that this information will not be released outside the organisation and only project staff will

have access to the form which will be kept on your file. Please notify us of any changes as

soon as possible. The form will be checked periodically. All alterations to be signed by you

or your representative – in the event that this is not immediately possible, the source of the change must be noted in the margin and signed by the person amending the record.

Name:
Address:
Postcode: / Tel no:
Fax no:
Mobile:
Next of kin:
Address:
Postcode: / Tel no:
Fax no:
Mobile:
Other person to be notified in event of an incident:
Address:
Postcode: / Tel no:
Fax no:
Mobile:
Additional person to be notifed (if required):
Address:
Postcode: / Tel no:
Fax no:
Mobile:
Signature:
Status: User/client; next of kin; support worker; other / Date signed:

Appendix VII SAMPLE MEDICAL FORM

(Project name)’s Medical Form

Please complete this form as fully as possible. (Project name)’s confidentiality policy means that this information will not be released outside the organisation and only project staff will have access to the form which will be kept on the individual’s file. Please notify us of any changes as soon as possible. The form will be checked at(insert appropriate date for review, for example at ‘each six month review’).

Name: / Date of birth:
Address:
Postcode: / Tel no:
GP’s name:
Address:
Postcode: Tel no:
Do you have any medical condition of which we should be aware? YES/NO
(Delete as appropriate)
If yes please give brief details:
Signature: / Date:

Appendix VIIISAMPLE VOLUNTEER INDUCTION CHECKLIST